Agenda and minutes

The Chairperson welcomed everyone to the meeting and went through some general housekeeping arrangements for the meeting.

Apologies for absence were received from Councillors A M Lay and W Stamp.  In accordance with notice duly given, Councillor K M H Lagan was attending as a substitute for Councillor Stamp.

To disclose the existence and nature of any Disclosable Pecuniary Interests, Other Registrable interests and Non-Registrable Interests relating to items of business on the agenda having regard to paragraph 9 and Appendix B of the Code of Conduct for Members.

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

There were none.

To receive the views of members of the public, of which prior notification in writing has been received (no later than noon on the Tuesday prior to the day of the meeting).

Should you wish to submit a question please complete the online form at:

www.maldon.gov.uk/publicparticipation.

No requests had been received.

At this point in the meeting, the Chairperson advised of the passing of Berna Casey, one of the committee clerks.  He referred to her being extremely efficient, a great member of the team and would be very sadly missed by her family, friends, and everybody in the Council.  All present then stood in silent memory.

To consider the report of the Director of Strategy and Resources (copy enclosed).

The Committee received the report of the Director of Strategy and Resources seeking Members’ approval of the Procurement Strategy (the Strategy), attached at Appendix 1 to the report. 

It was noted that the Strategy reflected national best practice and local priorities.  It allowed for any immediate changes in procurement, including the new Procurement Reform Bill (following Brexit).  The aims of the Strategy were set out in the report.

Councillor K M H Lagan proposed that recommendation (ii) be amended to include consultation with the Chairperson of this Committee.  This proposal was duly seconded and agreed.  The Chairperson then put the amended recommendations to the Committee and these were duly agreed.

RESOLVED

(i)               That the Council approves the adoption of the Maldon District Council Procurement Strategy attached at Appendix 1 to the report;

(ii)              That delegated authority be granted to the Director of Strategy and Resources in consultation with the Chairperson of the Strategy and Resources Committee, to approve amendments to the Procurement Strategy where required.

To consider the report of the Director of Strategy and Resources (copy enclosed).

The Committee considered the report of the Director of Strategy and Resources seeking Members’ approval to put in place a Social Value Policy (the Policy), attached as Appendix 1 to the report.  The Policy set out the principles to support the Council’s priorities in achieving its desired outcomes, would support and align with the Council’s Corporate Plan and Climate Action Strategy. 

It was noted that the Policy would support all statutory requirements, contract managers and be compliant with the legal requirements to consider the Social Value Act 2012 for all in scope Contracts at the pre-tender stage.

Councillor K M H Lagan proposed that recommendation (ii) be amended to include consultation with the Chairperson of this Committee.  This proposal was duly seconded and agreed.  The Chairperson put the amended proposals to the Council and these were duly agreed.

RESOLVED

(i)                That the Council approves the adoption of the Maldon District Council Social Value Policy (attached as Appendix 1 to the report);

(ii)              That delegated authority be granted to the Director of Strategy and Resources in consultation with the Chairperson of the Strategy and Resources Committee, to approve amendments to the policy where required.

To consider the report of the Director of Strategy and Resources (copy enclosed).

The Committee considered the report of the Director of Resources, seeking the Council’s approval of a Pay Policy Statement for 2024 (attached as Appendix 1 to the report).

It was noted to meet the requirements of the Localism Act 2011 the Council was required to publish a Pay Policy Statement which had been annually approved by the elected Members of the Council.  The Pay Policy Statement had been reviewed and reflected the current arrangements for pay at Maldon District Council.

Councillor M E Thompson proposed that the recommendation as set out in the report be agreed.  This was duly seconded and agreed.

RECOMMENDED that the Pay Policy Statement attached at APPENDIX 1 to these Minutes be agreed.

There were none.

To resolve that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1of Schedule 12A to the Act, and that this satisfies the public interest test.

To consider the report of the Director of Service Delivery (copy enclosed).

The Committee considered the report of the Director of Service Delivery seeking Members’ approval to enter a 20-year lease.  Appendix B to the report provided the Committee with further information following its consideration of this matter on 9 November 2023.  A map showing the area that the lease applied to was attached at Appendix A.

A lengthy debate ensued, during which a number of queries were raised by Members and further information provided by the Commercial Manager and Senior Specialist: Legal.

Councillor A S Fluker declared an interest in this item of business.

Following further discussion, Councillor A Fittock proposed that the Officers’ recommendation (as set out in the report) be agreed.  This proposal was duly seconded and upon a vote being taken this was duly agreed.

In response to a question, the Senior Specialist: Legal clarified that the Committee had, as part of its decision and wording of the recommendation, agreed an annual Retail Price Index increase and confirmed the percentage agreed.

RESOLVED that following receipt of the required documentation, the Director of Service Delivery be authorised to enter into a 20-year lease as set out in and subject to the terms contained within the report.

To consider the report of the Director of Service Delivery (copy enclosed).

The Committee considered the report of the Director of Service delivery updating Members on splash park operations from the 2023 season and seeking Members’ consideration of future operational opening times and financial implications.

Following the presentation of the report by the Commercial Manager, the Chairperson advised the Committee that a decision was required tonight in order to allow time to recruit and train staff for the forthcoming season.

During the lengthy debate that followed, Officers provided further information regarding the proposed new pump installation, the timescale required for recruitment and training of staff, the work being undertaken to ensure accurate monitoring of utilities costs and confirmed that a review would be undertaken at the end of the season.

Councillor K M H Lagan proposed that scenario 1 – operating May to September, as set out in the report, be agreed as the preferred approach for the Splash Park 2024 summer season.  This was duly seconded.  Following further debate the Chairperson put the recommendation to the Committee and this was ‘agreed.

RESOLVED that scenario 1 -operating May to September as set out in the report and Appendix A to the report be approved as the preferred approach for the Splash Park 2024 summer season.